FAQ on Training Requirements
- I am not sure which position level I am. How do I know which workshops to take?
- If I move to another position or another office do I have to take the workshops over again?
- If I am a Level 2 and my office never conducts, reviews or approves competitive sealed bids, do I still need to attend the workshops required for competitive sealed bids?
- If I attended the SPO Small Purchases workshop in 2007, do I need to attend it again? (It had a different number at that time.)
- Do I have to attend the Small Purchases workshop (No. SPO 120) if I only purchase items from the SPO price/vendor lists?
- Do I have to attend the Small Purchases workshop (No. SPO 120) if I purchase small items but never get quotes?
- Is the Small Purchases Workshop (No SPO 120) mandatory if I have already taken HePS BuyerTraining for Small Purchase Request for Quotes (HePS 100) and have been conducting solicitations on HePS?
- Is the Construction Procurements Workshop (No. SPO 130) mandatory if I am a Level 2 but never conduct construction procurements?
- Is the Prevailing Wage, Certified Payroll & Contracting Agency Responsibilities workshop (No. SPO 185) required if I never conduct construction procurements?
- Who must attend the workshop Understanding, Detecting and Preventing Anti-Trust Violations?
- Do I have to attend HePS User Training for Competitive Sealed Bids (HePS 301) if I never conduct, review or approve competitive sealed bids?
- Which HePS workshop do I need to attend if I haven't logged in for a while?
- Do I need to take HePS 100- Basic User Training in order to take HePS 301- Buyer Training for Competitive Sealed Bids (IFBs) and Requests for Proposals (RFPs)?
- I see most SPO workshops are being offered as webinars. What is a webinar and why is SPO offering them?
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I am not sure which position level I am. How do I know which workshops to take?
The position levels are described with examples. You must attend all workshops mandatory for any method of procurement in which you have a role in conducting, reviewing or approving the procurement.
For instance, if you never have a role in conducting, reviewing or approving construction procurements, the workshops relating to Construction are not mandadory (SPO 130- Construction Procurements and SPO 185- Prevailing Wage, Certified Payroll & Contracting Agency Responsibilities).
Note: Departments may require personnel to attend workshops that are not SPO requirements and may also require personnel to repeat workshops at specified intervals. Check with your department.
Executive branch agency personnel conducting procurements must have written delegated procurement authority (Completed and submitted Form SPO-036 and SPO-036 transmittal) See Procurement Delegation Authority.
If I move to another position or another office do I have to take the workshops over again?
You are not required to take workshops again because you have moved to a new position or office. It is recommended you attend workshops as a refresher especially if you have not conducted procurements for a year as some requirements have changed.
You are responsible for remaining current on the requirements for the procurements you conduct. You must also make sure you have documented delegated authority to procure. See Procurement Delegation Authority and check with your department.
If I am a Level 2 and my office never conducts, reviews or approves competitive sealed bids, do I still need to attend the workshops required for competitive sealed bids?
If you never conduct, review or approve solicitations for any particular procurement method (i.e. competitive sealed bids) attendance is not mandatory for workshops required for that procurement method.
Note: Your department may require attendance at workshops that are not SPO mandatory requirements. Check with your department.
Some workshops are mandatory for more than one procurement method. For instance, Insurance Requirements for Contracts (workshop No. 150) is mandatory for procurement methods for competitive sealed bids, competitive sealed proposals, and professional services.
If I attended the SPO Small Purchases workshop in 2007, do I need to attend it again? (It had a different number at that time.)
If you attended Small Purchases and HePS conducted at the Kalanimoku Bldg. in 2007 SPO does not require attendance at Small Purchases workshop No. SPO 120 again this year. However, you may attend if you are in need of a refresher. Attendance is recommended if you have not conducted small purchases recently as some requirements have changed. If you have been delegated procurement duties and make small purchases, you are responsible to keep up with any changes to statutes, rules or procedures. There have been a number of changes since 2007.
Do not to confuse the HePS User Training on Small Purchase Request for Quotes (eRFQ) (HePS 100) with Small Purchases workshop No. 120 . If you conduct small purchase request for quotes on HePS, both workshops are required.
Note: Departments may have additional requirements for their personnel that are not SPO requirements. Departments may require personnel to repeat certain workshops at specific intervals. Check with your department.
Do I have to attend the Small Purchase workshop (No SPO 120) if I only purchase items from the SPO price/vendor lists?
If you only purchase using the SPO Price/Vendor lists, you are required attend the SPO Price and Vendor List/Cooperative Contracts workshop (No. SPO 190).
If you are responsible for the purchase when a request to purchase off the pricelist (permission to not use the pricelist is granted) you must attend the workshops mandatory for the method of procurement used to purchase the item.
Permission to purchase off the pricelist (not use the pricelist) requires that the purchasing agency utilize the appropriate method of procurement. Permission to purchase off the pricelist means only that the use of the pricelist is not required. It is not an exemption from procurement.
Personnel in Executive branch agencies must have delegated authority when purchasing utilizing any of the methods of procurement such as small purchases or competiie sealed bids, professional services, etc. (Completed and submitted form SPO-036) See Procurement Delegation.
Do I have to attend the Small Purchases workshop (No. SPO 120) if I purchase small items but never get quotes?
Yes. Even if you only purchase items whose total cost is less than $5,000 you must attend the Small Purchases method of procurement workshop. If you have delegated authority to conduct small purchase procurements for expenditures less than $50,000, you must be aware of the requirements and procedures.
Is the Small Purchases Workshop (No. SPO 120) mandatory if I have already taken HePS Buyer Training for Small Purchase Request for Quotes and have been conducting solicitations on HePS?
Yes, the Small Purchases Workshop (SPO 120) is mandatory if you are conducting small purchase solicitations (RFQ) on HePS.
HePS is not a separate method of procurement, but rather a way to conduct solicitations in a more open, fair and efficient manner. You must be knowledgeable of the requirements for the small purchases method of procurement. While conducting a solicitation on HePS facilitates compliance with the method of procurement, it cannot guarantee it (HePS can't think), so you have to be knowledgeable of the requirements. HePS workshops are designed to show you how to use the HePS application (the mechanics). You also need to know how to conduct the method of procurement. The Small Purchase workshop (SPO 120) is a prerequisite for taking HePS Basic Buyer training (SPO 100).
Is the Construction Procurements Workshop (No. SPO 130) mandatory if I am a Level 2 but never conduct construction procurements?
The Construction Procurements workshop is mandatory for personnel conducting, reviewing or approving construction procurements.
Note: Certain types of repair and maintenance may fall into the construction area.
Departments may require personnel attend workshops that are not SPO mandatory requirements. Be sure to check with your department.
Is the Prevailing Wage, Certified Payroll & Contracting Agency Responsibilities workshop (No. SPO 185) required if I never conduct construction procurements?
Prevailing Wage, Certified Payroll & Contracting Agency Responsibilities workshop (SPO 185) is mandatory for personnel conducting, reviewing or approving construction procurements.
Note: Certain types of repair and maintenance may fall into the construction area.
Departments may require personnel attend workshops that are not SPO mandatory requirements. Be sure to check with your department.
Who must attend the workshop Understanding, Detecting and Preventing Anti-Trust Violations (No. SPO 127)?
Effective May 2009, personnel personnel who conduct, review, or approve any method or procurement pursuant to HRS 103D or HRS 103F shall attend the workshop SPO 127-Understandfing, Detecting and Preventing Anti-Trust Violations.
It is recommended that all personnel who assist in the procurement also attend.
Do I have to attend HePS User Training for Competitive Sealed Bids (HePS 301) if I never conduct, review or approve competitive sealed bids?
If you never conduct, review or approve competitive sealed bid solicitations, attendance at workshops required for that procurement method is not an SPO requirement.
HePS 301 is required for personnel who will conduct competitive sealed bids on HePS. (Note the prerequisites for HePS 301). HePS is a not a procurement method, but a tool to designed to assist procurement personnel in conducting more open and efficient procurement.
Prior to attending any HePS workshop be sure you have/will be delegated authority to conduct the method of procurement on HePS per the completed/submitted form SPO-036. See Procurement Delegation Authority
Note: Departments may require personnel attend workshops that are not SPO mandatory requirements. Check with your Department.
Which HePS workshop do I need to attend if I haven't logged in for a while?
If it has been a year since you last logged in to HePS and you have never issued a solicitation on HePS you should take HePS 100. If you have issued only one or two solicitations in the past we also recommend you attend HePS100 as it is likely HePS will have had several updates in that time period.
If you have not logged into HePS for 6 months and have not issued a solicitation for a year, you should take HePS 100.
Do I need to take HePS 100- Basic User Training in order to take HePS 301- Buyer Training for Competitive Sealed Bids (IFBs) and Requests for Proposals (RFPs)?
HePS 100- Basic Buyer Training is a prerequisite for HePS 301- Buyer Training for Competitive Sealed Bids and Requests for Proposals.
HePS training shows you how to place a competitive sealed bid on our eProcurement System but it does not teach you how to conduct a competitive sealed bid. SPO 100 teaches how to conduct a competitive sealed bid. HePS 301 teaches the differences between issuing a a competive sealed bid (also known as an invitation for bid (IFB) or request for bid (RFB) on HePS) and issuing a small purchase Request for quote on HePS. You must take HePS 100 first so you have the basics of being a HePS buyer.
Note: Competitive Sealed Bids Workshop (No. SPO 100) is a prerequisite for HePS 301- Buyer Training for Competitive Sealed Bids and Requests for Proposals.
I see most SPO workshops are being offered as webinars. What is a webinar and why is SPO offering them?
'Webinar' is short for web-based seminar and is a presentation or workshop transmitted on the web. It is different than a webcast, in the ability to be interactive. Where a webcast is one way,(the presenter presents and attendees view and listen,) webinars are interactive. Presenters can conduct polls and ask questions and attendees can ask questions and have them answered in real time.
SPO conducts most workshops as webinars as the best way to meet training needs at a time when resources are very limited. It is the most cost effective and time-saving method for offering training (no travel time or expense). It enables more personnel to attend each session thus making training more accessible to those needing it.
For more information see About SPO Webinars.
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